Privacy Policy

1. Introduction and scope

Render With AI Inc. ("Render With AI," "we," "us," or "our") is a rendering studio incorporated in British Columbia, Canada, operating from 321 Railway Street, Suite 108, Vancouver, BC V6A 0B2. We provide commercial rendering services to brands, agencies, architecture firms, and other business clients. In the course of operating our website at renderwithai.life, responding to enquiries, and delivering contracted services, we collect and use personal information about identifiable individuals.

This Privacy Policy describes our practices in relation to that personal information. It applies to information collected through our website, contact forms, email and telephone communications, in-person studio visits, client projects, and related business activities. It does not apply to information that has been anonymised or aggregated such that it can no longer reasonably identify an individual.

We are subject to the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, for personal information we collect, use, or disclose in British Columbia in the course of commercial activities, the provincial Personal Information Protection Act (BC PIPA). Where both statutes apply, we comply with the requirements of each and, where they differ, we apply the more protective standard to your information unless the law requires otherwise.

2. Accountability

Render With AI is responsible for personal information under our control. We have designated accountability for privacy compliance within our organisation and maintain internal practices designed to give effect to the principles set out in this policy.

You may contact us regarding any privacy matter at:

Render With AI Inc.
321 Railway Street, Suite 108
Vancouver, BC V6A 0B2
Email: [email protected]
Phone: +1 (604) 374-9286
Business number: BN 827641958 RC0001

We respond to privacy enquiries within a reasonable time, generally within thirty calendar days unless an extension is permitted by law and communicated to you.

3. What personal information we collect

The personal information we collect depends on how you interact with us. Categories may include:

3.1 Website and contact enquiries

When you submit our contact form or email us directly, we may collect your name, email address, telephone number if provided, company name, job title, the content of your message, your selected enquiry subject, and the fact and time of your consent to this policy. Our contact form includes a honeypot field for bot deterrence; legitimate users do not complete that field.

3.2 Client and project information

When you engage our rendering services, we may collect billing and contracting details, project briefs, brand guidelines, reference imagery you supply, approval correspondence, meeting notes, and records of deliverables and licences granted. Project materials may incidentally contain personal information — for example, photographs of individuals in reference assets or named contacts copied on email threads.

3.3 Studio visits and events

If you visit Suite 108 by appointment, we may maintain visitor logs, meeting schedules, and security-related records as appropriate for workplace safety and client service.

3.4 Technical and usage information

When you browse our website, we may collect server logs including IP address, browser type, referring URL, pages viewed, and timestamps. If you accept optional analytics cookies through our cookie banner, additional usage metrics may be collected as described in our Cookie Policy.

3.5 Employment and contractor applications

If you apply to work with us, we may collect résumé information, portfolio links, references, and interview notes. This policy's general principles apply; supplementary notices may be provided during recruitment.

4. How we collect personal information

We collect personal information in several ways: directly from you when you submit forms, sign contracts, attend meetings, or communicate with us; automatically through website technologies where you have consented or where collection is necessary for site operation; from third parties such as referral partners or publicly available business directories when you have been directed to us; and from client teams when multiple stakeholders participate in a project.

We generally collect personal information directly from the individual concerned. If we must collect information about you from another source without your knowledge, we will take reasonable steps to inform you of the collection and the purposes, except where permitted or required by law.

5. Purposes for collection, use, and disclosure

Under PIPEDA and BC PIPA, organisations must identify the purposes for which personal information is collected at or before the time of collection and must not use or disclose that information for new purposes without your consent unless authorised by law.

We collect and use personal information for purposes including:

• Responding to enquiries about our rendering services and providing quotes or proposals;
• Performing contracts, producing deliverables, managing revisions, and documenting usage rights;
• Processing invoices, payments, and tax records;
• Scheduling studio visits, video reviews, and project meetings;
• Operating, securing, and improving our website;
• Complying with legal, regulatory, and professional obligations;
• Protecting our rights, property, and safety and that of our clients and personnel;
• Maintaining business records in accordance with retention schedules.

We do not use contact form data for unrelated marketing without your express consent. We do not sell personal information.

6. Consent

Consent is a cornerstone of Canadian privacy law. Your consent to the collection, use, and disclosure of personal information may be express or implied, depending on the sensitivity of the information and your reasonable expectations.

When you submit our contact form, you must check a box confirming consent to our collection and use of your information to respond to your enquiry in accordance with this policy and applicable law. Without that consent, we cannot process your form submission through the website, though you may still telephone us during business hours.

For client projects, consent to use project materials is typically established through statements of work, master service agreements, or written correspondence. You may withdraw consent for certain ongoing uses where withdrawal is legally and practically feasible, subject to contractual and legal limitations. Withdrawing consent may affect our ability to continue providing services.

7. BC PIPA — additional British Columbia requirements

Because Render With AI carries on commercial activities in British Columbia, BC PIPA applies to personal information we collect, use, or disclose within the province outside of federal works, undertakings, or businesses exclusively regulated by PIPEDA. The following provisions highlight how we meet BC PIPA's requirements:

7.1 Purpose limitation and notice

BC PIPA requires organisations to inform individuals of the purposes for collection before or at the time information is collected. This policy, together with point-of-collection notices on our contact form and in contracts, fulfils that obligation for website and studio interactions.

7.2 Access and correction rights

Subject to limited exceptions under BC PIPA, you have the right to request access to personal information we hold about you and to request correction of inaccurate information. We will respond to written access requests within the timeframes prescribed by law. We may require reasonable verification of identity before releasing information.

7.3 Safeguards

BC PIPA requires security arrangements proportionate to the sensitivity of the information. We implement administrative, technical, and physical safeguards described in Section 9 of this policy.

7.4 Complaints to the BC Commissioner

If you believe we have not handled your personal information in accordance with BC PIPA, you may contact us first so we can attempt to resolve the matter. You also have the right to bring a complaint to the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC). We will cooperate with any investigation.

7.5 Service providers in British Columbia

When we engage service providers that process personal information on our behalf — such as hosting providers, email services, or payment processors — we use contractual and practical measures to ensure they handle information consistently with this policy and applicable law.

8. Disclosure to third parties

We may disclose personal information to:

• Service providers who assist with hosting, email delivery, analytics (where consented), accounting, or legal services, under confidentiality obligations;
• Professional advisers such as lawyers and accountants when necessary;
• Payment processors to complete transactions you authorise;
• Collaborators on your project — photographers, retouchers, or other studios — when you have directed us to involve them or when disclosure is necessary to deliver contracted work;
• Government authorities when required by law, court order, or to protect rights and safety.

Some service providers may store or process information outside Canada. When information crosses borders, it may be subject to access by foreign courts, law enforcement, or national security authorities under local laws. We assess cross-border risks and use reputable providers with appropriate safeguards.

9. Security safeguards

We protect personal information against loss, theft, unauthorised access, disclosure, copying, use, or modification through measures appropriate to the sensitivity of the information. These measures include access controls limiting employee and contractor access to need-to-know bases; secure transmission where practicable for web forms and client file transfers; password policies and device security for studio workstations; physical access controls at Suite 108; and vendor review for cloud services handling client or contact data.

No method of transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of credentials we issue for client portals or file-sharing links.

10. Retention

We retain personal information only as long as necessary to fulfil the purposes for which it was collected, to meet legal and contractual obligations, and to resolve disputes. Contact enquiry records are typically retained for twenty-four months unless a business relationship develops. Client project records, contracts, and deliverable documentation are retained for periods aligned with tax, limitation, and licensing requirements — often seven years or longer where statute mandates. Server logs are rotated on a short cycle unless needed for security investigation.

When information is no longer required, we securely delete or anonymise it where feasible.

11. Accuracy

We rely on you to provide accurate information. Please notify us promptly of changes to your contact details or billing information. We will make reasonable efforts to correct inaccuracies in our records when you request correction and provide sufficient detail for us to verify the update.

12. Individual access and correction requests

To request access to personal information we hold about you, or to request correction, submit a written request to [email protected] with sufficient detail to identify the information and verify your identity. We may charge a reasonable fee for transcription or copying where permitted by law, but we will inform you in advance.

We may refuse access in limited circumstances authorised by PIPEDA and BC PIPA, such as where disclosure would reveal confidential commercial information of another party, where information is protected by solicitor-client privilege, or where disclosure could threaten safety. If we refuse a request, we will explain the reason and inform you of applicable complaint avenues.

13. Minors

Our services are directed to business clients and adults. We do not knowingly collect personal information from individuals under the age of nineteen without appropriate parental or guardian involvement. If you believe we have inadvertently collected information from a minor, contact us and we will take steps to delete it.

14. Cookies and similar technologies

Our website uses cookies and local storage for essential operation and, with your consent, optional analytics and marketing preferences. Details appear in our Cookie Policy. Cookie choices you make through our banner are stored locally in your browser.

15. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices, technology, or legal requirements. The "Last updated" date at the top of this page indicates the current version. Material changes will be posted on this page. We encourage you to review this policy periodically.

16. Contact and complaints

Questions, access requests, correction requests, or complaints about our privacy practices should be directed to:

Render With AI Inc. — Privacy
321 Railway Street, Suite 108, Vancouver, BC V6A 0B2
[email protected] · +1 (604) 374-9286

If you are not satisfied with our response, you may contact:

Office of the Privacy Commissioner of Canada (PIPEDA)
www.priv.gc.ca

Office of the Information and Privacy Commissioner for British Columbia (BC PIPA)
www.oipc.bc.ca